Summary:The Administrative Assistant acts as the first point of contact for visitors and clients, delivering essential administrative and front desk support. Responsibilities include managing visitor check-ins, directing calls, handling mail and packages, and ensuring a clean, welcoming reception area. This role also involves performing administrative tasks such as data entry, inventory tracking, and cross-departmental coordination. The ideal candidate excels in communication and multitasking, demonstrates proficiency in Microsoft Office, and is dedicated to providing outstanding customer service.Responsibilities:
- Greeting Visitors: Welcome and direct visitors, clients, and guests, ensuring they sign in, receive visitor badges per company protocol, and are promptly connected with the appropriate team member.
- Answering and Directing Calls: Handle incoming calls professionally, screen and direct them to the appropriate individuals or departments, take messages, and respond to general inquiries about the company and its services.
- Managing the Front Desk Area: Maintain a clean, organized, and welcoming front desk, ensuring the reception area is stocked with necessary supplies like brochures, magazines, and business cards.
- Mail and Package Management: Receive, sort, and distribute incoming mail and packages, coordinate outgoing mail and courier services, and maintain accurate records for timely delivery.
- Administrative Tasks: Perform general administrative duties, such as data entry, filing, and document organization, while assisting with office supply orders, inventory tracking, and cross-departmental administrative support.
- Visitor and Employee Log Management: Accurately log visitor arrivals and departures, noting their purpose and ensuring confidentiality and security when handling sensitive information.
- Customer Service and Support: Provide excellent customer service to visitors, employees, and external contacts, addressing inquiries and concerns promptly while fostering a positive and professional atmosphere.
- Office Maintenance: Report maintenance or facility-related issues to the appropriate department and ensure common areas, such as restrooms and kitchens, are clean, fully stocked, and well-maintained.
- Event and Holiday Support: Assist with planning, organizing, and executing holiday events, including front desk decorations, coordinating employee participation, and managing event-related communications.
- Providing Administrative Support: Support purchase order (PO) and goods receipt (GR) processes, review and submit reimbursements, and provide backup administrative assistance as needed.
- Perform other duties as assigned by management.
Qualifications:
- A bachelor's degree in business administration, communications, or a related field is strongly preferred; a high school diploma or equivalent is required.
- Prior experience in administrative, clerical, or customer service roles is preferred, but candidates with transferable skills are welcome.
- Bilingual in English and Mandarin/Cantonese is preferred.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) is required. Familiarity with office equipment like printers, copiers, and scanners is advantageous.
- Excellent verbal and written communication skills to interact effectively with visitors, team members, and external contacts.
- Exceptional organizational and multitasking abilities, with strong attention to detail to manage multiple priorities efficiently.
- Professional, approachable, and committed to delivering excellent customer service.
- Ability to troubleshoot and resolve minor issues independently while escalating larger problems as needed.
- Adaptable and willing to assist with additional tasks or projects as assigned by management.
- Authorized to work in the United States without sponsorship.
Physical Requirements:
- Prolonged periods sitting at a desk and working on a computer
- This job may require standing or walking for extended periods, lifting up to 50 pounds, and performing repetitive motions.
Position Details:
- Employment Type: Full Time
- Location: 2931 Faber Street, Union City, CA 9458
Benefits:
- Medical, Dental, Vision, and Life Insurance.
- 401 (k) Retirement Saving Plan with 4% Company Match.
- Long-Term Services Award.
- Employee Discount.
- Paid Time Off.
Compensation:The pay range for this job starts at $18 - $20 per hour. This is a general guideline only and not a guarantee of compensation or salary. Additional factors considered in extending an offer include (but are not limited to) the responsibilities of the job, your education, skills, qualifications, experience, and location.Beware of Job Scams:We prioritize applicant safety at TAWA Services, Inc. Please exercise caution during your job search. Be wary of unsolicited offers, requests for personal information or upfront payments, poorly written job descriptions, unrealistic promises, and unprofessional communication. Research employers, verify job postings, and trust your instincts. Report any suspicious activity. For helpful guidance on identifying job scams, visit this link provided by the Indeed website: Disclaimer:Our goal is to be a recognized leader in the industry while providing a great workplace for employees. Please note the job descriptions are intended to describe the general nature and level of work being performed by people assigned to the position. They do not cover all the details of skills, duties, or responsibilities required for the positions. Thus, they are not to be construed as an exhaustive list of all skills, duties, and responsibilities required for personnel. All personnel may be required to perform duties outside of their normal responsibilities as instructed by management. Skills, duties and responsibilities may change at any time with or without notice. We are an E.E.O. employer.